Kare Facilities Management – Privacy Policy


Last Updated: December 2025
 Business Name: Kare Facilities Management (“Kare FM”, “we”, “our”, “us”)
 Website: www.karefm.com.au
 Contact Email: services@karefm.com.au

1. Our Commitment to Privacy

Kare Facilities Management is committed to protecting your privacy and handling your personal information in accordance with the Australian Privacy Principles (APPs) under the Privacy Act 1988 (Cth).

This Privacy Policy explains how we collect, use, disclose, store, and protect your personal information.

2. What Personal Information We Collect

We may collect personal information including:

  • Full name
  • Residential address and apartment or lot number
  • Email address and phone number
  • Emergency contact details
  • Vehicle details (registration, make, model, colour, car space)
  • Pet details
  • Tenancy information (lease dates, managing agent details)
  • Contractor and service provider contact details
  • Maintenance and defect-related photographs
  • Records of communication with Kare FM
  • Access control and CCTV information (where applicable within a building)

3. How We Collect Personal Information

We collect personal information when you:

  • Complete online or paper forms
  • Submit information through Microsoft Forms or our website
  • Contact us by email, phone, or in person
  • Report maintenance issues or emergencies
  • Provide contractor or service provider details

We may also receive information from:

  • Strata Managers and Owners Corporations
  • Real estate and property managers
  • Other residents or building representatives
  • Building access control or CCTV systems (where applicable)

4. Why We Collect Personal Information

We collect and use personal information to:

  • Deliver building and facilities management services
  • Maintain accurate resident and building records
  • Manage building access, safety, and security
  • Coordinate maintenance and contractor work
  • Communicate building notices and updates
  • Assist in emergencies
  • Meet legal and regulatory obligations
  • Improve service delivery and building operations

5. Disclosure of Personal Information

We may disclose personal information to:

  • Strata Managers and Owners Corporations
  • Emergency services (police, fire, ambulance)
  • Authorised contractors and service providers
  • Government authorities where required by law
  • IT and cloud service providers supporting our systems

We do not sell, rent, or trade personal information.

6. Storage and Security of Information

We take reasonable steps to protect personal information, including:

  • Secure, password-protected systems
  • Reputable cloud storage platforms
  • Restricted staff access
  • Regular review of data handling practices

When information is no longer required, it is securely destroyed or de-identified in accordance with legal requirements.

7. Overseas Disclosure

Some service providers (such as cloud or email platforms) may store information outside Australia.
We take reasonable steps to ensure these providers comply with Australian privacy standards.

8. Access and Correction of Personal Information

You may request access to your personal information or request corrections if it is inaccurate, outdated, or incomplete.

Requests can be made via:
📧 services@karefm.com.au

Identity verification may be required before access is granted.

9. Website, Cookies & Analytics

Our website may collect limited non-identifiable information such as:

  • Browser type
  • Pages visited
  • Time spent on the website

This information is used to improve website performance and user experience. Cookies can be disabled through your browser settings.

10. Third-Party Platforms

We use trusted platforms including:

  • Microsoft Forms
  • Microsoft 365 (Excel, OneDrive)
  • Email and communication systems
  • Website hosting services

Each platform operates under its own privacy and security standards.

11. Emergency Use of Information

In emergency situations, personal information may be shared with:

  • Police
  • Fire services
  • Ambulance services
  • Building emergency personnel

This is done strictly for safety and emergency response purposes only.

12. Privacy Complaints

If you have a concern or wish to make a privacy complaint, please contact us at:
📧 services@karefm.com.au

We will acknowledge and respond within a reasonable timeframe. If you are not satisfied with our response, you may contact the Office of the Australian Information Commissioner (OAIC).

13. Changes to This Policy

This Privacy Policy may be updated from time to time. The latest version will always be available on our website.

14. Contact Us

Kare Facilities Management
📧 services@karefm.com.au
🌐 www.karefm.com.au